Overview
Scheduled Reports allow administrators to automatically generate and email reports based on previously saved searches. Each report is delivered as an email containing a link to download the data as a CSV file. Recipients can access the download without logging in, making it easy to share information with both internal users and external stakeholders.
To use this feature, you must first create and save a search (saved filter). Scheduled reports run using those saved searches.
Super Administrators can view all saved searches and scheduled reports.
Standard Administrators can only see items they created.
You can also send a report immediately using the Send now option, which is useful for testing or urgent distribution.
Steps to set up a scheduled report
To schedule a report:
Ensure you have firstly saved your search. It must be available on the Saved Searches page.
Go to Admin → Analytics → Scheduled Reports.
Click + Add scheduled report.
Enter a Name for the report.
(Optional) Enter a Description.
Select the Saved search to use.
Note: Super admins will see all saved searches while standard admins will see only their own saved searches.Select the schedule:
Once a month (which means the 1st day of the month)
Twice a month (which means the 1st and 15th day of the month)
Once a week (select the required day of the week)
Every weekday
Every day (on a selected day)
Select Recipients:
Choose users within the portal, or
Enable Send to external stakeholders and enter email addresses (separated by commas if entering multiple email addresses).
Ensure Activated is set to Enabled.
Click Save.
The report will be generated and emailed automatically according to the selected schedule.
FAQs
Do recipients need to log in to download the report?
No. The email contains a secure link to download the CSV file without logging in.
Can I send reports to people who are not portal users?
Yes. Use the external stakeholders option to enter any valid email address.
Can I edit scheduled reports?
Yes. Click the scheduled report name on the Scheduled Reports page to open it's details and edit as needed.
Why can’t I see certain saved searches or reports?
Standard admins only see items they created. Super admins can see all items.
Can I pause a scheduled report without deleting it?
Yes. Edit the report and change Activated to Disabled.
Can I delete a scheduled report?
Yes. Edit the report and click Delete.
What does “Send now” do?
It immediately sends the report email, allowing you to test or distribute it outside the normal schedule.
Examples
Scheduling reports may be particularly handy in the following situations:
A weekly Enrolment Report sent to directors every Monday morning to track new and pending enrolments
A monthly Completion Report emailed to senior management summarising course completions across the organisation
A daily Token Report shared with an external partner to monitor issued or redeemed tokens
A twice‑monthly Responses/Answers Report for compliance polls or Q&As sent to external auditors
Monthly Skills or Goals Reports highlighting progress toward goal achievement or skill attainment for HR or team leaders
Troubleshooting
The report did not send
Confirm the report is Enabled
Check that the schedule is configured correctly
Verify recipient email addresses are valid
The saved search isn't appearing in the list
Create and save a search first
Refresh the page after saving the search
Recipients did not receive the email
Ask recipients to check spam/junk folders
Confirm email addresses were entered correctly
Use Send now to test delivery
The data looks incorrect
Review the underlying saved search criteria
Run the saved search manually to confirm results